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Don’t Forget These 5 Things When Planning an Event

16th September 2015

Any event in life, whether it’s a kid’s birthday party, a housewarming, or a family BBQ, requires a certain amount of effort, patience and preparation. In the business world, the stakes get higher. No matter what the end goal of the event is, if it’s your job to organise it, then it’s your job and reputation on the line. To make sure you impress all relevant parties, try and be as organised and prepared as much as possible. When it comes to event planning, you can’t control everything, but you can certainly minimise the amount of headaches you experience on the day. Here are five of the things that you can’t slip up on.

The Logistics

From conferences and seminars to rewards ceremonies and annual company meetings, planning a business event is a big undertaking. Many hotels are geared towards hosting such events, which makes things easier when it comes to finding the perfect venue. However, if you are thinking of having an event in an outdoor setting, you’ll need to contend with an array of factors, including weather, permits and noise pollution. The latter is especially important if the venue is near a residential area. To this end, companies such as ANE can assist in coming up with noise control solutions and could save you a stack of complaints. Another thing to consider is transportation and parking facilities – how will your guests get to the event?

Test Your Technology

There’s nothing worse than having a projector malfunction, a file go missing, or a laptop refuse to turn on, on the day of the big event. Don’t leave things to chance. The day before the event, have a run-through and test all relevant technology, including sound and lighting.

Security

Depending on the size of the event and the kinds of attendees you’ll be expecting, safety could be a factor that needs to be addressed. A strict guest list should be adhered to and the details of your event should be kept as confidential as possible.

Marketing Collateral

If the purpose of your event is to promote your brand and raise awareness of your services and products, flying under the radar is the last thing you should do. In the lead-up to the big day, get active on social media, reach out to your network of contacts and have an array of marketing material printed or made beforehand. On the day, you can draw attention with posters and leave a lasting impression by distributing pens, keyrings, business card holders or other promotional items to guests.

Reminders for Guests

It may seem a little silly, but don’t forget to set a reminder for yourself to send out reminders to guests. This could be in the form of a text message, an email, or a posted note and should ideally be sent out at least 2 weeks in advance, in case anyone has forgotten to arrange some accommodation or transport.

Can you share your experiences when it comes to organising an event for your business? What obstacles did you have to overcome? How did you prepare? Comment below to leave your answers.

Corey is an all round tech guru who has worked at some major blue chip companies. He started Poweronemedia to share his views and knowledge with the rest of the blogging world.